Business Writing

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Syntax Training | Lynn Gaertner-Johnston

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June 15, 2006



If someone has an email address that is their name or last name or initial such as is it technically correct to capitalize this or should it be Does it matter? I am constantly in disagreement with my coworkers about this and am curious. Thank you.

Lynn Gaertner-Johnston

Hi, Greg. Here is an answer from THE GREGG REFERENCE MANUAL: "The use of lowercase is simplest. As a rule, you may lowercase an e-mail address that the user has chosen to capitalize. However, in rare cases a host computer may not recognize an e-mail address unless the user name is typed in the style established by the user. To be sure that a user will receive your e-mail, preserve the style he or she has given you."

I know that comment is not definitive, but I hope it helps. I myself always write email addresses in lowercase.



Before reading this I've never thought about how to write a url or email...
This tips will help me a lot.


Hi, as a tech geek and as a communicator I would like to add one small thing. If you are posting what you are writing on a website or in an email or in a pdf, and want to use your email address or website as a link, adding the "." to the end will make your address not work, e.g., and are not the same thing Is it ok to leave the "." off then?!

Lynn Gaertner-Johnston

Hi, Michele. One way is to leave off the period (full stop) if the structure looks okay without it. For example, you can set off the email address or website on a separate line, so no period is required.

Another way is to space between the address or URL and the period. Although this may look slightly unusual, your reader will understand why you are doing it.

I am unable to consult my reference books at the moment. When I can, I will update this comment if I find other suggestions.

Thanks for asking.



Is it appropriate to set off a web address in a business letter with italics, underline or blue font (as it would look with a hyperlink?)

Lynn Gaertner-Johnston

Hi, Les. You do not need to set off a web address any special way in a business letter. Here is a sample sentence:

At you will find more information.

If you believe your reader may not be familiar with how to enter URLs, you may wish to include the http:// at the beginning, like this:

At you will find more information.

If you backspace on the "m" in "com," the blue underlining of the hyperlink should disappear.

Try always to render a URL on the same line of text, not broken across two lines of text.



The information before the .com (or .org, .edu etc.)part of a web or email address is never case-sensitive.

Lynn Gaertner-Johnston

Kara, thanks for the information. I appreciated reading about "camel notation."


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